What the buyer needs

AI summary

The buyer seeks a vendor to provide a comprehensive, cloud-hosted Agenda and Meetings Management System (AMMS). The selected vendor must deliver implementation, configuration, integration, historical data migration, training, hosting, maintenance, and support services. The scope requires a solution that supports agenda-item workflows, document creation, live meeting administration, electronic voting, live video production and streaming, and transparent public access. Work will be performed offsite, and system hosting requires a minimum 99.9% production availability. Only United States organizations are eligible to bid on this opportunity. Bidders must submit all questions no later than October 15, 2026. The contract term spans five years, and the buyer requests budget proposals from vendors.

Scope of work

Overall system and administration cloud-hosted browser-based solution
Agenda creation and document management
Configurable workflow and approvals
Live meeting administration, minutes, and electronic voting
Live video production, streaming, and archiving
Hosting, security, and minimum 99.9% production availability
Historical data and content migration
Training, documentation, and change management

How proposals are evaluated

Criterion	Weight / scoring
Solution Functionality, Usability, Accessibility, and Overall Fit	25 points
Technical Architecture, Security, Hosting, and Integrations	20 points
Implementation Approach, Data Migration, Project Management, and Ongoing Support	15 points
Company Qualifications, Municipal Experience, Project Team, and References	10 points
Cost and Five-Year Total Cost of Ownership	20 points
Innovation, Scalability, and Optional Capabilities	5 points

Minimum qualifications

Onshore (US Organization Only)
Experience providing comparable agenda and meeting management systems
Experience with public meetings, municipal workflows, accessibility, video production, and records requirements

Documents to include with your response

Attachment A – Pricing Proposal
Attachment B – Terms and Signature Sheet
Attachment C – References
Attachment D – Interest Affidavit
Attachment E – Proposal Affidavit

How to submit

Method: Sealed hard copy or electronic via QuestCDN VirtuBid
Instructions: Hard copy in an opaque envelope with RFP details clearly marked on the outside, or online submission via QuestCDN using the VirtuBid tool.